Create a room booking
To book a room, go to Locations > Rooms > select the date and timeslot you need in the rooms' calendar.
To view the description and properties of the specific room, click the ⓘ button next to the desired room's name. To open the room's weekly booking calendar, click on its title or photo.
To create a booking, complete the form with the following details:
Title — the name of the booking. Control the visibility of the title on the Account page.
Time — booking is possible according to the booking rules (minimum time, maximum time).
Booker — user for whom the booking should be made. This feature is exclusive to administrators and company managers, who have the authority to create bookings on behalf of company members when needed.
Company managers can make room bookings for other company members either with company credits or a company invoice.
Invitees — users who attend the booking alongside a booker. Members can select booking invitees in two cases:
If they belong to a company, they can select invitees from their fellow company members.
If the Community is set to be visible to members, members can select invitees among other members of this location.
Memo — a private note visible only to a booker and administrators.
Promo code or coupon — allows a user to redeem a discount on the room booking if they qualify for any discounts.
Payment. Understand payment methods. The total price for a booking will be calculated based on the price tiers added for this room, factoring in any applicable discount from the user's subscription or entered promo code.
Once a room booking is made, users can add it to their Google Calendar.
View room bookings
Bookers view their own room bookings on the Account > Bookings page and can manage them from this page. They also see upcoming bookings on the banner on the main Locations page and receive push notifications before the booking starts and ends. Understand users' notifications
Invitees view bookings on the widget and receive notifications when the booking is created and about to end.
Manage a room booking
To manage a room booking, users follow these steps:
Open the booking > press
Edittop right.Make changes or press
Cancelto cancel a booking.
The following changes to the room bookings are allowed:
Booking change | Payment gateway | Credits |
Title, invitees, memo | Editable before, during, and after the booking. | Editable before, during, and after the booking. |
Date and start time | Editable up to a certain time before the booking starts, per room rescheduling policy.
Adjusting the start time automatically updates the end time to maintain the initial duration. | Editable up to a certain time before the booking starts with additional credits charged or refunded per room rescheduling policy. |
End time | Non-editable. | Editable before and during the booking with additional credits charged or refunded per room rescheduling policy. |
Users can’t change the duration of a room booking made online with card or bank account. To extend the booking, they should create a booking for a new time slot.
If the booking was made with personal or company invoice, users can change the duration of their booking per room rescheduling policy. The invoice will be updated automatically to reflect the changes.
FAQ
Why are some booking titles/bookers' names not visible?
Why are some booking titles/bookers' names not visible?
The visibility of users’ names and booking titles depends on each user's privacy settings. The highest visibility level is “Administrators”, so administrators can always see users’ names and titles on bookings. Meanwhile, members and nonmembers cannot see each other’s personal data on the bookings unless bookers select the relevant personal data visibility in their account privacy settings (e.g., “Company members,” “Location members,” etc.).
What booking confirmation email do users receive, and how can I customize it?
What booking confirmation email do users receive, and how can I customize it?
For bookings paid online with money via a payment gateway, customers automatically receive a payment confirmation email that includes a receipt and booking details, too.
If you’d like to send confirmation emails for bookings paid in other ways, or customize the email content, you can set up custom automated emails using our Zapier integration. Follow this guide to learn how.
How can I check who canceled the user's booking?
How can I check who canceled the user's booking?
There may be times when you need to know who canceled a user’s booking—whether it was the user themselves or an administrator. To quickly find this information, you have two options:
Check the cancellation notification on the Notifications page. Make sure you have these notifications enabled to see the details.
Go to Customers > user profile > Bookings, find the canceled booking, and you’ll be able to see who canceled it.
